Finance and billing
The invoice is not a deal stage.
QuickBooks, Xero, Stripe, and the rest know what was billed and what was paid. HubSpot should show that status to the owner. It should not become the accounting system.
| What sales needs | Where it lives | What HubSpot shows |
|---|---|---|
| Was it billed | The ledger | Invoice status and the amount |
| Was it paid | The ledger or the processor | Paid, failed, or refunded |
| When it renews | The subscription system | The date the owner can see |
| The tax lines | The ledger | Nothing. Do not copy them. |
A failed charge is a task for the owner. It is not a new contact, and it is not a reason to reopen a won deal as if the sale never happened.
One direction
Finance writes the status. HubSpot displays it. A rep editing “paid” in the CRM will not change the ledger, and should not be able to.
Price changes
They happen where finance edits them. HubSpot can show the renewal date. It should not be the place a discount becomes the official price.
The key
Customer id or email, agreed in advance. A second email on the invoice is how the same company becomes two accounts.